VoIP Office – Fax Web Portal User Guide

This guide explains how to use the VoIP Office Fax Web Portal to send, view, resend, and download faxes using the options available on the screen.

1. Accessing the Fax Module

Once logged in to the portal, use the left-hand navigation menu to access fax-related features:

• Faxes – View sent and received fax history
• Send Fax – Send a new fax
• Get Support – Contact support for assistance
• Log Out – Securely sign out of the portal

Click Faxes to view the fax activity dashboard.

2. Fax List (Fax History)

The Faxes screen displays a list of all fax transactions.

Columns Explained

• Date – Date and time when the fax was sent or received
• Source – Fax number from which the fax originated
• Destination – Fax number to which the fax was sent
• Direction – Indicates Incoming or Outgoing fax
• Size – File size of the fax document
• State – Delivery status of the fax (e.g., Delivered)
• Resend – Option to resend the fax
• Download – Option to download the fax document

Note: Faxes older than 30 days are deleted automatically.

3. Downloading a Fax

1. Locate the required fax entry in the Faxes list.
2. Click the Download icon (⬇️) under the Download column.
3. The fax will be downloaded as a PDF file to your system.

4. Resending a Fax

1. Find the fax you want to resend.
2. Click the Resend icon (✈️) under the Resend column.
3. The system will reprocess and resend the fax to the same destination number.

5. Navigating Fax Pages

• Use Previous and Next buttons to navigate between pages.
• The page indicator (e.g., Page 29 of 40+) shows your current position.
• Use the Rows dropdown to select how many fax records are displayed per page.

6. Sending a New Fax

Click Send Fax from the left menu to open the fax sending screen.

Fields Description

• From
  1. Select the fax-enabled number from the dropdown list.
• To
  1. Enter the destination fax number (include country code if required).
• Fax PDF
  1. Click Select PDF to upload the document you want to fax.
  2. Only PDF files are supported.

7. Sending the Fax

1. Ensure all fields (From, To, and Fax PDF) are completed.
2. Click Send Fax.
3. The fax status will be updated in the Faxes list once processed.

8. Fax Status Monitoring

• Successfully sent faxes will show the status Delivered.
• If a fax fails, it will reflect an appropriate status, and you may attempt to resend it.

9. Best Practices

• Verify the destination fax number before sending.
• Ensure the uploaded PDF is clear and readable.
• Download important faxes before the 30-day retention period expires.

10. Support

If you experience any issues with fax delivery, downloading, or portal access:

• Click Get Support from the left menu
• Provide the fax date, source/destination number, and issue details for faster resolution

VoIP Office Support

For assistance, contact VoIP Office Support via the portal or your assigned account manager.